Embedded Files
Student rosters for each classroom at each campus can be uploaded to the Every Child Ready Platform using a CSV template with accurate student information. This process takes approximately 20 minutes once the student data has been collected, but it may take more if the information is not formatted correctly as described in this guide.
Student rosters can only be imported by the school-appointed Roster Manager.
This should happen before the school year begins. After this initial bulk upload, Roster Managers can update student rosters as they change throughout the year.
Staff will not be able to collect, enter, or use student data in the ECR Data App on the Every Child Ready Platform until student rosters are uploaded. Only 250 students can be bulk uploaded at a time. If you have more than 250 students, you will need to use multiple files.
- Preparing your Student Data for Upload
Before starting the bulk upload, organize all student data in the template CSV file on the Bulk Student Upload page using a spreadsheet app such as Excel, Google Sheets, or Numbers.
In order to upload student rosters, the following information is required for all children:
LEA ID (partner code provided by Every Child Ready)
Student first and last name
Date of birth, formatted as YYYY-MM-DD
Classroom (classroom codes provided by Every Child Ready)
Grade (PK3 or PK4)
Returning status (did the child attend your school last year?)
Additional optional information to include: Student District Number (your school’s internal district number), Gender, Lunch Status, Race, Ethnicity, ELL Status, Special Education Status, and Special Education Code (if Special Education Status is “Y”).
2. Accessing Upload Documents
2. Accessing Upload Documents
1. Sign in to the ECR Platform at platform.everychildready.org. If you’re assigned the Roster Manager role, you’ll see the Admin Dashboard at the top of the page.
2. Hover over Admin Dashboard, and select Student.
3. Click Bulk add students (CSV File).
4. Click the blue link to download the template CSV file. It will save to your Downloads folder (or wherever your computer saves downloaded files).
5. Open the CSV file with Excel, Google Sheets, Numbers or another application.
6. Add student information to the saved file using the guidelines outlined in the table below.
Note: Columns with an asterisk are required.
7. Save/Export the file as a CSV on your computer, in a place you can easily find, with a name you can easily find.
We recommend naming the file in the following format: ECRStudentRoster[YOUR LEA OR DISTRICT NAME][Date you are saving the file], e.g., ECRStudentRosterECRLEA2025-05-22.
3. Uploading your Student Roster to the ECR Platform Using the Formatted CSV File
3. Uploading your Student Roster to the ECR Platform Using the Formatted CSV File
1. Navigate to the Student List page on the Admin Dashboard of the ECR Platform.
2. Click Bulk add students (CSV File).
3. Under CSV File to import, click Choose File and select your CSV file.
If you choose another file type, you will receive an error message and will not be able to proceed.
4. Click Proceed to validate. The page will display an uploading screen while the ECR Platform validates the file. A file is valid when:
The file is in CSV format
The column names match what is in the template file
All columns are filled out with the correct formatting and using the codes as shown in the table above.
5. If, after running the validation, you get a red box at the top that says “Error message”, this means that one or more rows of your file have incorrect information listed. Review the CSV File Content Validation Summary table to identify what needs correction (red rows) or potential adjustment (yellow rows).
If you have errors, the Run student import button will be grayed out, and you will not be able to proceed with the import.
6. Types of Errors:
Red Rows: Must be fixed. Edit red rows in the CSV file according to the stated warning to be able to proceed with importing.
Yellow Rows: May need to be fixed. Check yellow rows for accuracy and then edit in the CSV file according to the stated warning, if needed.
If you need to edit the CSV file, reupload it after making your edits by clicking the Go Back button, then repeat steps 2 through 5 until either all rows are valid (white) or your yellow rows are reviewed.
7. Once all errors have been corrected, you will receive a green status bar at the top of the page after validation is completed, and the Run student import button will be blue and able to be clicked.
8. Click Run student import to import your students. Bulk rostering is complete!
Status message. "Success" indicates that the import was completed.
Imported rows. Indicates how many students have been created or updated.
Action type. "Create" indicates a new student was added, while “Update” means the student already existed and something in their profile, likely a classroom assignment, was changed.
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